Amendments - SportsEngine



CONSTITUTION OF THE

MANITOBA THUNDER FASTPITCH CLUB

TABLE OF CONTENTS

1. IDENTIFICATION

1.1 Name

1.2 Mission Statement

1.3 Objectives

1.4 Definitions

2. THE BOARD

2.1 Composition

2.2 Executive

2.3 Team Representatives

2.4 Resignations and Replacements

2.5 Committees

2.6 Responsibilities of the Executive

3. MEETINGS AND GOVERNANCE

3.1 Annual General Meeting

3.2 Special General Meetings

3.3 Board Meetings

3.4 Committee Meetings

3.5 Voting Privileges

3.6 Quorums

3.7 Robert’s Rules of Order

4. ADMINISTRATION

4.1 Execution of Documents

4.2 Fiscal Year

4.3 Financial Responsibilities

4.4 Amendments to the Constitution

4.5 Amendments to the Policies and Procedures Manual

4.6 Interpretation

Manitoba Thunder Fastpitch Constitution – Rev., November 19, 2014 Page 1 of 9

ARTICLE 1 – IDENTIFICATION

1.1 Name

The name of the Organization is the MANITOBA THUNDER FASTPITCH CLUB,

also known as Manitoba Thunder. Thunder or MTFC, and referred to herein as “the

Organization” or “the Club”. The Organization was formerly known as “Blue Thunder”

and “Manitoba Fastpitch Club”.

1.2 Mission Statement

The Manitoba Thunder Fastpitch Club is committed to develop, encourage and promote

Softball for the enjoyment of all Manitobans through the provision of programs, services

and resources that inform, educate and teach skills. The focus of the program is excellence

from both a developmental and competitive perspective. It is our mission to develop in a

positive environment, focusing on core skills while ensuring appropriate practice to game

ratios. MTFC is a 100% volunteer and not-for-profit organization.

1.3 Objectives

The Organization shall conduct its affairs in accordance with the following objectives:

1. To promote and enhance the stability and growth of the Organization.

2. To maximize athletic and academic opportunities for the players within the Organization.

3. To provide a completive and safe athletic environment that respects all members of the

Organization, players, coaches and administrators.

1.4 Definitions

Board The Board as defined in Article 2.2.2

Executive The elected Executive as defined in Article 2.2

Team Representatives The designated representatives for each team as defined in

Article 2.3

Members Players, parents, coaches and managers are automatically

members of MTFC. Membership commences with a player’s

initial acceptance to a team and terminates when the player

resigns from the Organization or is notified that she will not

be selected to a team in the upcoming season.

Membership in the MTFC will be considered for any other

person wishing to be involved with the Organization and willing

to comply with the constitution and policies of the MTFC.

Membership entitles the individual to attend and speak at General

Meetings and to be treated in accordance with the Constitution and

Policies and Procedures of the Organization.

Mantitoba Thunder Fastpitch Club Constitution – Rev., November 19, 2014 Page 2 of 9

ARTICLE 2 – THE BOARD

2.1 Composition

The Board shall govern the affairs of the Organization.

2.2 The Executive

The Executive consists of the following members elected for a two(2) year term

at the Annual General Meeting or Special General Meeting:

President

Vice President

Treasurer

Secretary

Registrar

Members elected on even calendar years: President, Secretary & Registrar

Members elected on odd calendar years: Vice President & Treasurer

2.2.1 Members of the Manitoba Thunder Coaching Staff are eligible to serve on the

Executive.

2.2.2 The Board shall be comprised of the five(5) Executive members plus one voting

representative from each team in good standing plus the Director of Procurement

and the Director of Fundraising.

2.2.3 Only one(1) family member will be allowed to serve on the Board. Under unusual

circumstances another family member may be appointed or elected by the Board for

the duration of the current season.

2.3 Team Representatives

The manager of each current team in good standing shall serve as the team representative

on the Board. In addition to the manager the team must appoint a Team Representative,

someone other than a coach, who will act as follows.

- Assistant to the Team Manager and will assume the duties of the manager in

his/her absence.

- Attend Board Meetings, and may in the absence/discretion of the manager carry

the team vote.

- Serve as liaison between players, parents and the teams coaching staff.

2.3.1 Teams exist from the time a Head Coach is chosen until the end of the team’s playing

season.

Manitoba Thunder Fastpitch Club Constitution – Rev., November 19, 2014 Page 3 of 9

2.4 Resignations and Replacements

Executive members may resign upon written notice to the board’s President or Vice-

President. In the event that an Executive member resigns, is suspended, or is otherwise

unable to complete their elected term, the Board may, at its discretion, call a meeting

to elect a replacement for the duration of the term.

2.4.1 In the event that the Head Coach of a team resigns, is suspended, or otherwise unable

to complete their term, the Board may, at its discretion, appoint a new Head Coach.

2.5 Committees

The Executive will create the following standing committees:

Procurement Committee

a) Responsible for the co-ordination and purchase of team uniforms and clothing.

b) Arrange for winter training facilities, including obtaining and administering permits

as required in conjunction with the Coach/Player Development Committee.

c) Negotiates and administers all expenditures.

Fundraising Committee

a) Establishes and administers the major fundraising events of the Organization in

conjunction with the Board.

b) Provides the Board with an accounting of the events.

c) Delivers all monies and supporting documentation to the Treasurer on a timely basis.

Coach/Player Development Committee

The committee will consist of the Head Coaches plus any other person(s) the

Committee chooses to include.

a) Establish an annual Player Development Program.

b) Determine clinicians required and arranges for same.

c) Prepare schedules for all Player Development Programs.

d) Coordinate team tournaments.

e) College Advisory.

2.5.1 The Board may create other such committees as deemed necessary to properly conduct

the business of the Organization.

2.5.2 All committees shall include a member of the Executive.

Manitoba Thunder Fastpitch Constitution – Rev., November 19, 2014 Page 4 or 9

2.6 Responsibilities of the Executive

President

a) Chairs Board/Executive/Special Meetings.

b) Exercise the powers of the Executive in the case of an emergency (with the consent

of two other members of the Board).

c) Prepare and review an annual operating budget for the Association, with the

assistance of the Treasurer and Vice-President in conjunction with the Board.

d) Represents MTFC at various meetings and events.

e) Signing authority for the Organization along with the Treasurer and one other

Executive member.

f) Attends MLSSL meeting and Softball Manitoba meetings and carries the

Organizations vote.

Vice-President

a) In the absence of the President, or in the event of his/her inability to act, shall

have and exercise all the powers of the President.

b) May act as a signing officer for the Organization.

c) Assist in the preparation and review an annual operating budget for the

Organization.

d) Assist the Registrar in performing his/her duties.

Treasurer

a) Receive all monies payable to the organization and keep same on deposit in a

financial institution in the name of the Organization.

b) Receive and record all receivables, payables.

c) Pay all accounts payable approved by the Board. All expenditures identified in the

annual budget are considered to be approved. Any expenditure which exceed, or

were not included in the annual budget must be approved by the Board.

d) Payments made by cheque will be signed in all cases a combination of any of the

following two Executive Members, Treasurer, President or alternate Executive

member.

e) Keep proper books of accounts and make them available to the Executive/Board

at each meeting or on special request, and maintain all supporting documentation

of revenue and expenses.

f) Take office fifteen(15) days following his/her election. His/Her term of office shall

normally be from 15 days after the Annual General Meeting to 15 days after the

Annual General Meeting of the following year. The Treasurer shall make a financial

report at theAnnual General Meeting.

g) Shall have signing authority for the organization.

Manitoba Thunder Fastpitch Club Constitution – Rev., November 19, 2014 Page 5 of 9

Secretary

a) Keep all the records of the Organization.

b) Conduct the official correspondence of the Organization.

c) Issue notice of all meetings.

d) Record and distribute minutes and agenda of all Executive, Board, Annual and

Special Meetings to all members of the Executive and Board.

e) Keep attendance records of all voting Board members.

f) Maintain communications with team managers.

Registrar

In conjunction with the Vice–President prepare and maintain the following:

a) An annual listing of all team managers, coaches and players complete with contact

information.

b) Prepare and maintain a listing of all team rosters.

c) Distribute, collect, compile and submit Softball Manitoba Team Registration,

addition and deletion forms, along with the all the necessary fees, as required.

ARTICLE 3 – MEETINGS AND GOVERNANCE

3.1 Annual General Meeting of the Organization

The Annual General Meeting of the Organization shall be held once per year prior

to December 31st. The meeting is open to all members. At least ten(10) days notice

shall be given to all members. Such notice should include a call for nominations for

all Executive positions. The Annual General Meeting shall be conducted with the

following agenda:

1. Call to Order.

2. Recognition of voting members.

3. Corrections to, and adoption of, the minutes from the previous general meeting.

4. Executive and Team Reports.

5. Correspondence.

6. Unfinished Business.

7. Election of Executive (open to nominations from the floor).

8. Motions to amend the Constitution and /or Policies and Procedures with

Articles 4.4 and 4.5.

9. Motions to adopt the budget.

10. New Business.

11. Call to Adjourn.

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3.2 Special General Meetings of the Organization

A Special General Meeting of the Organization must be called upon the written request

of two or more Board members in good standing of the Organization. Such request shall

state the objectives of the proposed meeting. Special General Meetings are open to all

members. At least ten(10) days notice shall be given to all members. Such notice should

include a call for nominations for any Executive positions up for election at the meeting.

Special General Meetings shall be conducted in accordance with the following agenda:

1. Call to Order.

2. Recognition of voting members.

3. Corrections to, and adoption of, the minutes from the previous General Meeting.

4. Executive and Team Reports.

5. Correspondence.

6. Unfinished Business.

7. Special elections for vacant Executive position(s) if included in the stated objectives

of the meeting (open to nominations from the floor).

8. Motions related to the stated objectives of the meeting in accordance with Articles

4.4 and 4.5.

9. New Business.

10. Call to Adjourn.

3.3 Board Meetings

The Board shall meet at the call of the President, who shall call at least four(4) meetings

per year to conduct the business of the Organization. The Board shall have the power to

adopt and/or amend written policies and procedures to assist in the consistent governance

of the Organization by a majority vote at any Board Meeting in accordance with the

provisions of Article 4.5. The scope of the Board’s mandate to govern is only limited by

theConstitution, and extends to all matters related to finances and membership (inclusion

suspension or expulsion).

3.4 Committee Meetings

As required from time to time, for the efficient operation of the Organization.

3.5 Voting Privileges

Each member of the Board, present at a Board Meeting, Annual General Meeting or Special

General Meeting shall be entitled to cast a single vote. The President shall only vote in order

to break a tie.

If a Board member misses three(3) consecutive meetings, his/her voting privileges may

be suspended at the discretion of the Board until they have attended two(2) consecutive

meetings.

Manitoba Thunder Fastpitch Club Constitution – Rev., November 19,2014 Page 7 of 9

3.5.1 At any Annual General Meeting or Special General Meeting, any adult player in good

standing or the mother, father or legal guardian of any minor aged player in good standing

shall be entitled to cast a single vote per player on all motions and elections.

3.6 Quorum

A quorum for all General and Board Meetings shall be a minimum of 50% of the current

Board members.

3.7 Robert’s Rules of Order

Robert’s Rules of Order shall prevail at all meetings of the Organization except if they

conflict with the Constitution, Policies and Procedures of the Organization.

Article 4 – Administration

4.1 Execution of Documents

The President or the Vice-President shall sign contracts, engagements and cheques on

behalf of the Organization with the Treasurer or other designated Board member.

4.2 Fiscal Year

The fiscal year of the Organization shall end on the 30th. of September annually.

4.3 Financial Responsibilities

The Organization shall maintain comprehensive and accurate financial records related to

all player transactions as well as all other income and expenses related to the operation

of the Organization, and shall at all times conduct itself in a prudent fiscal manner.

The President in conjunction with the Treasurer shall present a Proposed Budget for the

upcoming fiscal year to the Board no more than fifteen(15) days after the identification

of the teams to compete in the upcoming season. The Proposed Budget shall be debated

and amended where deemed appropriate in preparation for its presentation and adoption

at the Annual General Meeting. The previous year Actual Budget shall be closed ten(10)

days prior to the Annual General Meeting.

Manitoba Thunder Fastpitch Club Constitution – Rev., November 19, 2014 Page 8 of 9

4.4 Amendments to the Constitution

The Constitution may be amended by a 2/3 majority of the total available votes present

at any properly constituted Annual or Special General Meeting. The proposed amendment

must be distributed to all members at least ten(10) days prior to the Annual or Special

Meeting.

4.5 Amendments to the Policies and Procedures Manual

The written Policies and Procedures of the Organization as ratified by the Board shall be

published in a single document available to the members. New Policies and Procedures or

amendments to existing Policies and Procedures may be adopted by a simple majority of

the total available votes present at any properly constituted Board Meeting provided such

a proposal is distributed to all Board members at least five(5) days prior to the Board

Meeting. The five(5) days notice may be waived and changes to Policies and Procedures

may be enacted immediately with the unanimous approval of the Board at any properly

constituted Board Meeting.

4.6 Interpretation

In the event of any dispute as to the meaning of any article, policy or procedure, the

interpretation of the Board, as determined by simple majority vote, shall be final and

conclusive.

Manitoba Thunder Fastpitch Club Constitution – Rev., November 19, 2014 Page 9 of 9.

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